Hopefully this will be a helpful place for new board members! Primary responsibilities can be listed so everyone knows what they need to do. (We all want to know what we've gotten ourselves into! Haha!) We can put as much detail as everyone wants.
President - Presides at all meetings, appoints necessary committees, performs other duties as pertain to the office, and be ex-officio member of all committees, other than the Nominating Committee. Each meeting: prepare minutes, print sign in sheets, ensure name tags are available, arrange for door prizes and notify board members of meeting needs. Locks up the facility after each meeting. President Elect - Serves as President during any period of time that the presidency is vacant or that the President is unable to perform her duties. Shall serve as Program Chairman who will make arrangements for meeting places and programs, if needed, for all regular meetings. Each meeting: arrange for speaker, schedule facility, introduce speaker. VP at Large (Past President) - Will assist and advise the President as necessary. 1st VP, Membership - Mails out membership invitations, compiles listing of members and students, for club yearbook and student directory and responsible for name tags at all club functions. Each meeting: set up welcome table and greet guests. Provides membership updates. 2nd VP, Publicity - Notifies the media of all club activities. 3rd VP, Communications - This VP and her committee notify all members of club functions and publishes the club newsletter. (By mail and/or digitally as the club determines.) Also responsible for invitations when needed. Each meeting: provide newsletter copies for new members or those who may not have received one. 4th VP, Ways & Means - This VP and her committee are responsible for planning and coordinating all fund raising events and filing the Form F for the Parents weekend boutique before March 1st each year. Each meeting: provide updates on fund raising activities, facilitate raffles, etc. 5th VP, Hospitality - This VP and her committee schedule the refreshments for all regular meetings and setup and greet club members as they arrive. They may determine menus and/or dishes that members need to bring. Coordinates with the Ways and Means Committee in the case of "food" fundraisers. Each meeting: sets up tables for food and/or refreshments and returns the building to its original state. Secretary - Records all club meeting minutes and club activities. Provides minutes at meetings and for digital documentation. Completes the Form T for tax exemption before February 1st each year. Each meeting: keeps a written record of all business discussed. Treasurer - Manages club funds and distributes payments as needed. Makes recommendations regarding finances. Each meeting: reports on funds in account. Parliamentarian - Resolves procedural dilemmas at all meetings at the request of the President. Serves as chairman of the committee to update the Constitution and Bylaws when the need arises. As needed: report on activities at the monthly meeting. Chaplain - Offers invocation and/or Benediction at all meetings and club functions. Scholarships - This board member and her committee solicit applicants for club scholarship awards. Sends out scholarship applications in advance of the April 1st and November 1st deadlines each year. As needed: report on activities at the monthly meeting. Senior Gifts - Determine the graduating seniors, purchase and distribute gifts to them for each semester. As needed: report on activities at the monthly meeting. TLC Bags - Collect and/or purchase supplies for the TLC packages. Ensure that TLC Bags are packed and distributed at the beginning of dead week for the Fall and Spring semesters. As needed: report on activities at the monthly meeting.
Board Member Duties and Information
Hopefully this will be a helpful place for new board members! Primary responsibilities can be listed so everyone knows what they need to do. (We all want to know what we've gotten ourselves into! Haha!) We can put as much detail as everyone wants.
President - Presides at all meetings, appoints necessary committees, performs other duties as pertain to the office, and be ex-officio member of all committees, other than the Nominating Committee.
Each meeting: prepare minutes, print sign in sheets, ensure name tags are available, arrange for door prizes and notify board members of meeting needs. Locks up the facility after each meeting.
President Elect - Serves as President during any period of time that the presidency is vacant or that the President is unable to perform her duties. Shall serve as Program Chairman who will make arrangements for meeting places and programs, if needed, for all regular meetings.
Each meeting: arrange for speaker, schedule facility, introduce speaker.
VP at Large (Past President) - Will assist and advise the President as necessary.
1st VP, Membership - Mails out membership invitations, compiles listing of members and students, for club yearbook and student directory and responsible for name tags at all club functions.
Each meeting: set up welcome table and greet guests. Provides membership updates.
2nd VP, Publicity - Notifies the media of all club activities.
3rd VP, Communications - This VP and her committee notify all members of club functions and publishes the club newsletter. (By mail and/or digitally as the club determines.) Also responsible for invitations when needed.
Each meeting: provide newsletter copies for new members or those who may not have received one.
4th VP, Ways & Means - This VP and her committee are responsible for planning and coordinating all fund raising events and filing the Form F for the Parents weekend boutique before March 1st each year.
Each meeting: provide updates on fund raising activities, facilitate raffles, etc.
5th VP, Hospitality - This VP and her committee schedule the refreshments for all regular meetings and setup and greet club members as they arrive. They may determine menus and/or dishes that members need to bring. Coordinates with the Ways and Means Committee in the case of "food" fundraisers.
Each meeting: sets up tables for food and/or refreshments and returns the building to its original state.
Secretary - Records all club meeting minutes and club activities. Provides minutes at meetings and for digital documentation. Completes the Form T for tax exemption before February 1st each year.
Each meeting: keeps a written record of all business discussed.
Treasurer - Manages club funds and distributes payments as needed. Makes recommendations regarding finances.
Each meeting: reports on funds in account.
Parliamentarian - Resolves procedural dilemmas at all meetings at the request of the President. Serves as chairman of the committee to update the Constitution and Bylaws when the need arises.
As needed: report on activities at the monthly meeting.
Chaplain - Offers invocation and/or Benediction at all meetings and club functions.
Scholarships - This board member and her committee solicit applicants for club scholarship awards. Sends out scholarship applications in advance of the April 1st and November 1st deadlines each year.
As needed: report on activities at the monthly meeting.
Senior Gifts - Determine the graduating seniors, purchase and distribute gifts to them for each semester.
As needed: report on activities at the monthly meeting.
TLC Bags - Collect and/or purchase supplies for the TLC packages. Ensure that TLC Bags are packed and distributed at the beginning of dead week for the Fall and Spring semesters.
As needed: report on activities at the monthly meeting.